Logistics Coordinator

ROLE PURPOSE: The Logistics Coordinator will be responsible for managing the logistics department and ensuring that logistics procedures adhere to Save the Children policies and the Country Logistics Manual. The Logistics Coordinator will need to follow procurement, stock management, fleet and asset management. KEY AREAS OF ACCOUNTABILITY:   Procurement: All procurement is carried in accordance with appropriate Save the Children policies, standards, the Country Logistic Manual and where required, donor rules. Assure Procurement Plans are in place for each Grant. (participate in Grant Opening Meetings) Ensure Framework Agreements, supplier database, price list, and supplier performance management tool are in place Monitor/track any pre-positioned stocks with suppliers   Warehousing: Responsible for controlling and monitoring the storage, movement, disposal and reporting of stock from reception to the point of distribution Ensuring that warehouse staff are aware of and adhere to the Warehousing and Stock Management Standard, Policy and this manual, and the team is adequately resourced, supported and managed Ensuring that Warehouse Reports is in place at field level and are distributed appropriately Overall responsibility for ensuring adequate systems are in place to control and monitor the storage, movement, disposal and reporting of stock from reception to the point of distribution Ensuring Budget Holders are aware of their responsibilities in terms of stock management and act on them Ensuring logistics staff involved in warehousing and stock management are aware of and adhere to stock management standards and procedures and the team is adequately staffed, supported and managed Ensuring Stock Release Approval Lists are developed and maintained up to date at all offices where stock is held Ensuring regular sample stock checks are conducted and any necessary follow up actions arising from these checks are undertaken Working with emergency programme staff to ensure contingency stocks are pre-positioned as part of the country’s Emergency Preparedness Plan (EPP) and ensuring there is sufficient storage capacity and staff to manage them   Fleet Management Ensure fuel management and maintenance.. Ensure vehicle planning and allocation. Ensure fleet data is analysed and checked on running costs, utilization and recharging. Ensure all vehicles are regularly serviced and maintained in line with manufacturers recommendations and warranty requirements. Ensure all drivers are briefed on and adhere to Save the Children policies and procedures. Ensure rented vehicles’ and driver’s contracts are complete and correct. Follow up on all vehicle accidents ensuring proper reporting and appropriate actions taken.   Asset Management Ensure that the asset register is up to date. Ensure that assets are managed in line with individual donor requirements. Ensure that assets are physically verified on a Quarterly basis Ensure that all assets are signed for by users.   Human Resources Capacity building of logistics team – inducting new staff, ensuring that the logistics staff are trained on Save the Children’s logistics processes, procedures and that these processes are followed. Capacity building of programme teams – conducts trainings to ensure that programme teams understand and abide by logistics procedures Ensure other relevant training (e.g. Word, Excel) is provided to staff in line with their needs.   Reporting Ensure monthly logistics reporting for Beirut CO and FO. Analyse the Monthly Reports and share the narrative of the findings with the Logistics Director. The SC-PR-04 - Procurement Tracker (v1.1) is updated and circulated regularly to all relevant Budget Holders, Programme Managers and senior management. Ensure the SCL-FL-03 Fleet Monthly Analysis Report for Beirut (CO and FO) is updated on monthly basis. Ensure the Asset Register is updated on monthly basis and circulated regularly to all relevant Budget Holders, Programme Managers and senior management. Ensure that hard and soft achieving is up to date and backups of key documents are kept   QUALIFICATIONS AND EXPERIENCE Essential At least 4 years of experience in supply chain management including procurement, transport and distribution, warehouse and stock management. Strong capacity building skills. Excellent IT skills. Fluency in written and spoken English. Minimum of 2 years of experience of line management.   Desirable Minimum of 2 years of experience working with NGO’s in an emergency/humanitarian or development context. Experience in Fleet Management and/or Asset Management. Fluency in written and spoken Arabic Good time management and organizational skills. Strength in interpersonal, communication and presentation skills and teamwork. Flexibility and willingness to change work practices and hours, and capability to work in insecure environment.